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Logistics & Procurement Officer

Handicap International - Cairo, Egypt

Logistics & Procurement Officer

Handicap International - Cairo, EgyptPosted 1 month ago
151Applicants for1 open position
  • 99Viewed
  • 9In Consideration
  • 41Not Selected

Job Details

Experience Needed:
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Salary:
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Skills And Tools:

Job Description

Responsibility 1: Procurement and supply chain Management:

Activities:

  • Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)
  • Make sure to always consider value for money having in mind quality and sustainability of the goods.
  • Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
  • Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem.
  • Monitor Purchase and service requests updating PSR monitoring chart
  • Ensure the adequate filling of purchases files: signatures, presence and validity of the documents
  • Follow up all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her Manager (as much as possible in writing).
  • Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
  • Ensure proper follow up of services contracts

Responsibility 2: FLEET MANAGEMENT:

Activities:

  • Define the weekly programme's travel requirements. 
  • Ensure the respect of HI movement and transport management procedure.
  • Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…).
  • Prepare the Vehicle monitoring chart (VMC)
  • Ensure the adequate filling of all documents by the driver and Expats , specially the Log book.
  • Archiving of fleet files in a proper way.
  • Manage and follow up the transport service contracts.
  • Support the Driver / Logistic Assistant to organize and follow up the transportation of the goods.
  • Make sure all drivers know the roads, used secure roads and respect the security driving rules
  • Supervise the general maintenance of vehicles in link with the Driver / Logistics Assistant.
  • Ensure any required training for Driver / Logistics assistant , HI principles, driving…

Responsibility 3: Ensuring the correct management of equipment and IT at office level:

Activities:

  • Ensure that Equipment and IT Management Policy is implemented, understood and respected. 
  • Be the focal point for IT related issues and requests.
  • Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
  • Train/support (or supervise the training) users on how to properly use the equipment .
  • Ensure daily monitoring of IT equipment performance and report any issue to the Logistics Department Manager and IT Officer .
  • Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication etc.).
  • Ensure that the documents related to equipment management are compliant with HI policy
  • Ensuring the physical management of stocks and storage facilities.
  • Ensuring the correct management of customs clearance procedures  at Jordan Level. 
  • Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
  • Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains

Responsibility 4: In charge of the general services (expatriate staff accommodation, offices, and storage facilities):

Activities:

  • Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
  • Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
  • Ensure the proper follow up of premises contracts.

Responsibility 5: Organization of seminar, meeting and travel:

Activities:

  • Organize travel ,visa and accommodation arrangement according to the travel plan/form, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance when needed.
  • Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
  • Ensuring the rent of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file

Responsibility 6: Stock management:

Activities:

  • Implement the control of the reception and inspection of all incoming materials to stores and reconciles with purchase orders and delivery notes.
  • Supervise all trucks when loading and unloading materials and equipment from and to stores.
  • Follow the site physical management of stock:
  • Use the stock management tool.
  • Organizing and distributing the materials within the projects.
  • Follow the local transport of materials: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities.

Job Requirements

Education

  • University Degree in Development-related field of Business Administration

Work Experience

  • Minimum of 3 to 5  years of practical experience in related fields (administration, logistical, operational support)

Skills/Competencies

  • Good organization skills
  • Good oral, written communication skills
  • Good negotiation skills.
  • Time Management
  • Writing and communication skills
  • Ability to understand and follow oral and written instructions.
  • Ability to deal effectively and patiently with internal and external parties
  • Being self-motivated, focused and trust worthy

Languages

  • Excellent knowledge (written and spoken) of Arabic and a very good knowledge (written and spoken) of English.

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